Job Description

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General Responsibilities and Roles:

The role of Occupancy Clerk Typist is a highly visible position that is vital to the overall successful operation of the site. The Clerk serves as the first point of contact at the office for residents, prospective residents, local and state regulatory agencies and other third parties. Thus, the position requires a responsible, service-oriented staff person.

The Occupancy Clerk Typist needs to be many things: typist, receptionist, stock clerk, fact-checker, file manager, record-keeper, routine problem-solver and troubleshooter. The Clerk also needs to be familiar with JCHA policies and administrative structures, and a variety of federal and state regulations governing the operation of public and assisted housing developments. In essence, this position requires a person who is able to work independently and under pressure to effectively deal with a variety of tasks.

Essential Responsibilities:

• Maintains accurate, complete and updated office files including general files, tenant files, site personnel files and Manager's files.
• Answers and directs telephone calls on a multiple-line phone system including handling routine tenant requests, resolving routine tenant problems, taking and distributing accurate messages as required.
• Coordinates work order system including filling out work orders, maintaining monthly logs, compiling resulting monthly statistical information, inputting statistical information to Asset Manager's monthly reports.
• Types and formats general office correspondence including letters, memos, legal notices to residents, and resident flyers.

• Keeps track of resident monthly rental payments and reports problems to supervisors.

• Assists in performing annual resident re-certifications pursuant to JCHA policies.

• Assists in maintaining the site's waiting list, schedules applicant interviews, answers inquiries from applicants, etc.

Secondary Responsibilities:

• Keeps track of resident rental agreements and provides monthly status reports to supervisors.

• Assists in compiling and typing statistical information for various management reports.

• Under direction, updates, revises and/or creates office forms and form letters.

• Under direction, orders and maintains all necessary office materials/supplies.

Position Requirements & Qualifications:

Education/Experience:

• High School Diploma or GED.
• A minimum of one year of clerical and/or administrative support experience.

Skills:

• Knowledge of computer software such as Microsoft Word, and minimum typing speed of 25 wpm.
• Ability to meet deadlines.
• Ability to communicate in a courteous and professional manner with JCHA staff, residents, the pubic and a variety of third parties.
• Ability to understand, remember and carry out oral and written directions.
• Ability to handle responsibilities without close day-to-day supervision.
• Ability to read, write, speak and understand English sufficiently to perform the duties of this position. Bilingual (English/Spanish) a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. - Office environment. The noise level in the work environment is moderate.

EQUAL OPPORTUNITY EMPLOYER

NEW JERSEY STATE RESIDENCY MUST BE MET WITHIN 12 MONTHS FROM HIRE DATE.

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